Freehold Purchase Contribution Tracker

Who this is for

Who is in, what each flat owes and what has come in. The tracker lists the costs of a joint freehold purchase or right-to-manage effort, the leaseholders taking part with their agreed share, and what each has paid towards the target you set.

Leaseholders coordinating a collective freehold purchase or right-to-manage application, and the treasurer or solicitor's contact holding the group's money.

What this helps you track

• Estimated and actual costs, from valuation and legal fees to the purchase itself
• Which flats are taking part and each one's agreed share
• What each participant owes, has paid and still has to pay
• How much has been raised and any gap against your target

How to use it

1. Write the building, the project, the coordinator and the target amount you are raising.
2. List the costs with an estimate for each, and add the actual figure as invoices arrive.
3. Add every flat to the participants table, tick those taking part and enter each one's agreed share as a percentage.
4. Record payments as they come in; the amount due and the balance are worked out in the browser and the workbook.
5. Check the shortfall line before each group update; it shows the part of the target not yet covered by participants' shares.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How should the shares be worked out?

That is for the group to agree, often in the participation agreement. Common bases include equal shares or shares following the service charge percentages. Enter the agreed figure for each flat.

What if a flat joins late?

Tick them as participating and enter their share. If the other shares change as a result, update them all so they still add up to what the group agreed.

Can the tracker tell us whether we qualify?

No. Eligibility and the process for buying a freehold or taking over management differ from place to place. Take advice from a solicitor or a recognised advice service before relying on any plan.

Where should the money be held?

Many groups use a solicitor's client account or a bank account in the group's company name with two signatories. Agree it in writing before collecting anything.